Subject

Due Date

Responsibility

Contingent Crews selected/notified

February, 2008

Contingent Advisor

First Contingent Organizational Meeting

~March, 2008

Contingent Advisor
Crew Advisors
Any others

Crews begin recruiting members, shakedown activities, etc.

April, 2008

Crew Advisor

Contingent Payment 1 due

4/4/2008

Crew Advisor

Contingent Payment 2 due

8/1/2008

Crew Advisor

Second Contingent Organizational Meeting
   Distribute:   Crew Binders
                        Philmont 2009 Medical forms
                        Philmont Planning Guide

Fall, 2008

Contingent Advisor
Crew Advisor
Any others

Distribute Philmont Medical forms to crewmembers

Fall, 2008

Crew Advisor

Crews have all members selected
Send Crew Emergency Contact list to Contingent Advisor

12/1/2008

Crew Advisor

Contingent Payment 3 due

12/5/2008

Crew Advisor

Final Contingent Payment Due

2/6/2009

Crew Advisor

Philmont mailing received, Crews pick-up:
         TREKS 2009 Itinerary Guide book
         2009 Guidebook to Adventure
         Crew Leader/Advisor information
         Contingent Council Shoulder Patches

Crews enter Itinerary selections on Philmont (national) website, receive itinerary assignment (forward confirming e-mail to Contingent Advisor)

March, 2009

Contingent Advisor
Crew Advisor

Crew Tee-Shirt design complete, order tee-shirts

4/1/2009

Crew Advisor

Complete/verify Wilderness First Aid & CPR training
  Verify adult leader registration & Youth Protection training

April, 2009

Crew Advisor

Collect all Medical forms & Insurance Cards from crewmembers
  Make copies & send to Contingent Advisor

4/15/2009

Crew Advisor

Crew Tee-Shirts complete, distribute to crewmembers

May/June, 2009

Crew Advisor

Final Contingent Organizational meeting:
   Distribute:   Contingent Duffle bags
                        Family Information sheets

May/June, 2009

Contingent Advisor
Crew Advisor
Any others

Depart for Philmont

6/22/2009

Contingent Advisor
Bus Leaders
Crew Advisor

Return to Austin

7/5/2009